City Council Agendas & Packets

AGENDA OF THE CITY COUNCIL CITY OF EAST GRAND FORKS TUESDAY, SEPTEMBER 16, 2025 – 5:00 PM CALL TO ORDER: CALL OF ROLL: DETERMINATION OF A QUORUM: PLEDGE OF ALLEGIANCE: OPEN FORUM: “An opportunity for members of the public to address the City Council on items not on the current Agenda. Items requiring Council action maybe deferred to staff or Boards and Commissions for research and future Council Agendas if appropriate.” APPROVAL OF MINUTES: 1. Consider approving the minutes of the “Council Meeting” for the East Grand Forks, Minnesota City Council of September 2, 2025. 2. Consider approving the minute summary of the “Closed Meeting” for the East Grand Forks, Minnesota City Council of September 2, 2025. 3. Consider approving the minutes of the “Work Session” for the East Grand Forks, Minnesota City Council of September 9, 2025. SCHEDULED BID LETTINGS: NONE. SCHEDULED PUBLIC HEARINGS: NONE CONSENT AGENDA: Items under the “Consent Agenda” will be adopted with one motion; however, council members may request individual items to be pulled from the consent agenda for discussion and action if they choose. 4. Consider approving the Special Event Application for the Hollydazzle Festival of Lights and Parade scheduled for November 23, 2025 contingent upon the Minnesota Department of Transportation approval for the closure of the Sorlie Bridge, authorize the closure of the parking lot by restaurant row, and waive the transient merchant license requirement for the event at the Spud Jr/Prohibition Room. 5. Consider adopting Resolution No. 25-09-69 authorizing the Police Department to enter into a grant agreement with the Minnesota Department of Public Safety for traffic safety projects. Individuals with disabilities, language barriers or other needs who plan to attend the meeting and will need special accommodations should contact Nancy Ellis, ADA Coordinator at (218)-773-2208. Please contact us at least 48 hours before the meeting to give our staff adequate time to make arrangements. Also, materials can be provided in alternative formats for people with disabilities or with limited English proficiency (LEP) by contacting the ADA Coordinator (218)-773-2208 five (5) days prior to the meeting. 1 ACKNOWLEDGE RECEIPT OF REPORTS OF OFFICERS, BOARDS AND COMMISSIONS: 6. Regular meeting minutes of the Water, Light, Power, and Building Commission for August 21, 2025. COMMUNICATIONS: 7. Fall Clean-up will be held the week of October 13th through October 17th on street maintenance days, which is not the same as garbage pickup days. The street maintenance schedule is o Monday - District 4 - Point East of Bygland o Tuesday - District 5 - Point West of Bygland o Wednesday - District 2 - North of Highway 2, South of 17th Street NW o Thursday - District 1 - North of 17th Street NW o Friday - District 3 - South of Highway 2, North of River Hazardous Waste/Electronic Drop off will be held on October 18th from 9am to 3pm at the Public Works Department located at 1001 2nd St NE. OLD BUSINESS: NONE NEW BUSINESS: 8. Consider adopting Resolution No. 25-09-70 approving the preliminary 2025 tax levy collectable in 2026 for a total of $7,994,542 and set the Public Budget Meeting for December 2, 2025 at 6pm with a continuance hearing, if necessary, for December 16, 2025. 9. Consider adopting Resolution No. 25-09-71 approving the amendment to the Midco Cable Franchise Agreement extending the term for 10 years, requiring all facilities be put underground, and addressing all the in-kind services. 10. Consider approving the request to start the hiring process for a Truck Driver for the Public Works Department. CLAIMS: 11. Consider authorizing the City Administrator/Clerk-Treasurer to issue payment of recommended bills and payroll. COUNCIL/STAFF REPORTS: ADJOURN: SEE NEXT PAGE FOR THE CLOSED MEETING AGENDA Individuals with disabilities, language barriers or other needs who plan to attend the meeting and will need special accommodations should contact Nancy Ellis, ADA Coordinator at (218)-773-2208. Please contact us at least 48 hours before the meeting to give our staff adequate time to make arrangements. Also, materials can be provided in alternative formats for people with disabilities or with limited English proficiency (LEP) by contacting the ADA Coordinator (218)-773-2208 five (5) days prior to the meeting. 2  AGENDA OF THE CITY COUNCIL CLOSED SESSION CITY OF EAST GRAND FORKS TUESDAY, SEPTEMBER 16, 2025 – FOLLOWING THE COUNCIL MEETING CALL TO ORDER: CALL OF ROLL: DETERMINATION OF A QUORUM: 1. Job Evaluation of the City Administrator. The meeting will be closed pursuant to MN Statute 13D.05 Sub. 3(a). ADJOURN: Upcoming Meetings Work Session – Tuesday, September 23, 2025 – Training Room – 5:00 PM Council Meeting – Tuesday, October 7, 2025 – Council Chambers – 5:00 PM Work Session – Tuesday, October 14, 2025 – Training Room – 5:00 PM Council Meeting – Tuesday, October 21, 2025 – Council Chambers – 5:00 PM Individuals with disabilities, language barriers or other needs who plan to attend the meeting and will need special accommodations should contact Nancy Ellis, ADA Coordinator at (218)-773-2208. Please contact us at least 48 hours before the meeting to give our staff adequate time to make arrangements. Also, materials can be provided in alternative formats for people with disabilities or with limited English proficiency (LEP) by contacting the ADA Coordinator (218)-773-2208 five (5) days prior to the meeting. 3  #1 UNAPPROVED MINUTES OF THE CITY COUNCIL CITY OF EAST GRAND FORKS TUESDAY, SEPTEMBER 2, 2025 – 5:00 PM CALL TO ORDER: The Council Meeting of the East Grand Forks City Council for Tuesday, September 2, 2025 was called to order by Council President Larson at 5:00 P.M. CALL OF ROLL: On a Call of Roll the following members of the East Grand Forks City Council were present: Mayor Mark Olstad, Council President Brian Larson, Council Vice-President Tim Riopelle, Council members Tami Schumacher, Ben Pokrzywinski, Dale Helms, and Karen Peterson. Staff Present: Karla Anderson, Finance Director; Maggie Brockling, Economic Development Director; Nancy Ellis, City Planner; Steve Emery, City Engineer; Ron Galstad, City Attorney; Michael Hedlund, Police Chief, Charlotte Helgeson, Library Director; Reid Huttunen, City Administrator; Jeremy King, Parks and Recreation Superintendent; Keith Mykleseth, Water and Light General Manager; Megan Nelson, City Clerk; and Jason Stordahl, Public Works Director. DETERMINATION OF A QUORUM: The Council President Determined a Quorum was present. PLEDGE OF ALLEGIANCE: OPEN FORUM: Council President Larson stated the open form was an opportunity for members of the public to address the City Council on items not on the current agenda and items requiring Council action maybe deferred to staff or Boards and Commissions for research and future Council Agendas if appropriate. He asked if anyone would like to address the City Council, please come up to the podium to do so. No one came forward. APPROVAL OF MINUTES: 1. Consider approving the minutes of the “Council Meeting” for the East Grand Forks, Minnesota City Council of August 19, 2025. 2. Consider approving the minutes of the “Special Meeting” for the East Grand Forks, Minnesota City Council of August 19, 2025. 3. Consider approving the minutes of the “Work Session” for the East Grand Forks, Minnesota City Council of August 26, 2025. 4. Council approving the minute summary of the “Closed Meeting” for the East Grand Forks, Minnesota City Council of August 26, 2025. 4 City Council Meeting September 2, 2025 A MOTION WAS MADE BY COUNCIL MEMBER PETERSON, SECONDED BY COUNCIL MEMBER RIOPELLE, TO APPROVE ITEMS ONE (1) THROUGH FOUR (4). Voting Aye: Helms, Larson, Peterson, Schumacher, Pokrzywinski, and Riopelle. Voting Nay: None. Absent: Casmey. SCHEDULED BID LETTINGS: NONE. SCHEDULED PUBLIC HEARINGS: NONE CONSENT AGENDA: Items under the “Consent Agenda” will be adopted with one motion; however, council members may request individual items to be pulled from the consent agenda for discussion and action if they choose. 5. Consider approving the Exempt Gambling Permit application for the Sacred Heart Church & School to hold raffles on January 6, 2025 at Sacred Heart School located at 200 3rd St NW East Grand Forks, MN 56721 and waive the 30-day waiting period. 6. Consider approving the Special Event Application for the Annual City Showcase event and authorize the closure of the parking lot by restaurant row on September 3rd from approximately 3pm to 8pm. 7. Consider approving the Exempt Gambling Permit application for the East Grand Forks Home Run Club to hold bingo on October 16, 2025 at the Eagles Club located at 227 10th St NW East Grand Forks, MN 56721. A MOTION WAS MADE BY COUNCIL MEMBER PETERSON, SECONDED BY COUNCIL MEMBER RIOPELLE, TO APPROVE ITEMS FIVE (5) THROUGH SEVEN (7). Voting Aye: Helms, Larson, Peterson, Schumacher, Pokrzywinski, and Riopelle. Voting Nay: None. Absent: Casmey. ACKNOWLEDGE RECEIPT OF REPORTS OF OFFICERS, BOARDS AND COMMISSIONS: 8. Regular meeting minutes of the Water, Light, Power, and Building Commission for August 6, 2025. COMMUNICATIONS: NONE OLD BUSINESS: NONE NEW BUSINESS: 9. Consider adopting Resolution No. 25-09-65 approving the results of the cannabis retail registration drawing and preliminary registration approval for Red Iris LLC and Skol MN LLC with the final registration contingent upon the businesses completing the necessary steps, meeting all State Statues and City Ordinance requirements, and Skol MN LLC must obtain the retail endorsement with their microbusiness license. 2|Page 5 City Council Meeting September 2, 2025 A MOTION WAS MADE BY COUNCIL MEMBER POKRZYWINSKI, SECONDED BY COUNCIL MEMBER RIOPELLE, TO ADOPT RESOLUTION NO. 25-09-65 APPROVING THE RESULTS OF THE CANNABIS RETAIL REGISTRATION DRAWING AND PRELIMINARY REGISTRATION APPROVAL FOR RED IRIS LLC AND SKOL MN LLC WITH THE FINAL REGISTRATION CONTINGENT UPON THE BUSINESSES COMPLETING THE NECESSARY STEPS, MEETING ALL STATE STATUES AND CITY ORDINANCE REQUIREMENTS, AND SKOL MN LLC MUST OBTAIN THE RETAIL ENDORSEMENT WITH THEIR MICROBUSINESS LICENSE. Voting Aye: Helms, Larson, Peterson, Schumacher, Pokrzywinski, and Riopelle. Voting Nay: None. Absent: Casmey. 10. Consider approving the request to start the internal hiring process for Police Investigator. A MOTION WAS MADE BY COUNCIL MEMBER RIOPELLE, SECONDED BY COUNCIL MEMBER PETERSON, TO APPROVE THE REQUEST TO START THE INTERNAL HIRING PROCESS FOR POLICE INVESTIGATOR. Voting Aye: Helms, Larson, Peterson, Schumacher, Pokrzywinski, and Riopelle. Voting Nay: None. Absent: Casmey. 11. Consider adopting Resolution No. 25-09-67 approving the recommendation of installing a new ammonia-based indirect refrigeration system and to move forward with Option 2 as the base bid and include Option 3 as an add alternate in the bidding process for the VFW Memorial Arena. A MOTION WAS MADE BY COUNCIL MEMBER PETERSON, SECONDED BY COUNCIL MEMBER SCHUMACHER, TO ADOPT RESOLUTION NO. 25-09-67 APPROVING THE RECOMMENDATION OF INSTALLING A NEW AMMONIA-BASED INDIRECT REFRIGERATION SYSTEM AND TO MOVE FORWARD WITH OPTION 2 AS THE BASE BID AND INCLUDE OPTION 3 AS AN ADD ALTERNATE IN THE BIDDING PROCESS FOR THE VFW MEMORIAL ARENA. Council member Helms stated he asked Thief River Falls about why they moved forward with a CO2 system and was told a big factor was how hazardous it was. He stated they knew it ran warmer, but they would be reclaiming that heat and added he was not happy they only had four days to look into this further. He commented how there had been an issue at the rink, the Fire Department had been called out because of it, and asked if the Fire Department would be able to assist with the ammonia system. Mr. King informed the Council the Fire Department recommended moving forward with a synthetic system because that was the safest option. He added the compressor room in Thief River Falls was located under their bleachers and there would be additional costs to move the room and the compressor room was not located under the bleachers at the VFW Arena. Council member Helms asked where the response team would come from. Mr. King said he was not sure, but a new system would have safety protocols in place and would call out when there was an issue. Council member Helms said he could not support this and asked about the Fire Department not supporting the ammonia system. Mr. King said he had received a letter from the Chief stating he would recommend 3|Page 6 City Council Meeting September 2, 2025 a synthetic system because it was a safer system. Discussion followed about there was a four-hour training that staff would need to complete, it was unknown what the costs of training were, the recommendation was based on information provided by the consultants, and 85% of the arenas in the State were already ammonia systems. Council member Helms stated the Council should have been informed the Fire Department did not support the ammonia system. Voting Aye: Larson, Peterson, Schumacher, Pokrzywinski, and Riopelle. Voting Nay: Helms. Absent: Casmey. 12. Consider adopting Resolution No. 25-09-68 authorizing the submission of the application to the Mighty Ducks Grant Program for funding for the VFW Memorial Arena Refrigeration Replacement Project and authorize the City Administrator to execute any necessary agreements if the City is awarded. A MOTION WAS MADE BY COUNCIL MEMBER SCHUMACHER, SECONDED BY COUNCIL MEMBER RIOPELLE, TO ADOPT RESOLUTION NO. 25-09-68 AUTHORIZING THE SUBMISSION OF THE APPLICATION TO THE MIGHTY DUCKS GRANT PROGRAM FOR FUNDING FOR THE VFW MEMORIAL ARENA REFRIGERATION REPLACEMENT PROJECT AND AUTHORIZE THE CITY ADMINISTRATOR TO EXECUTE ANY NECESSARY AGREEMENTS IF THE CITY IS AWARDED. Council member Helms asked if this grant was for an ammonia system. Mr. King stated the grant funds were for the replacement of an R22 system, and it did not specify what the replacement system had to be. Voting Aye: Larson, Peterson, Schumacher, Pokrzywinski, and Riopelle. Voting Nay: Helms. Absent: Casmey. 13. Consider authorizing staff to work with the East Grand Forks Arts & Crafts Council to finalize a facility use agreement for the space needed for the annual Arts & Crafts Show scheduled for October 3rd through October 5th. A MOTION WAS MADE BY COUNCIL MEMBER PETERSON, SECONDED BY COUNCIL MEMBER POKRZYWINSKI, TO AUTHORIZE STAFF TO WORK WITH THE EAST GRAND FORKS ARTS & CRAFTS COUNCIL TO FINALIZE A FACILITY USE AGREEMENT FOR THE SPACE NEEDED FOR THE ANNUAL ARTS & CRAFTS SHOW SCHEDULED FOR OCTOBER 3RD THROUGH OCTOBER 5TH. Voting Aye: Helms, Larson, Peterson, Schumacher, Pokrzywinski, and Riopelle. Voting Nay: None. Absent: Casmey. CLAIMS: 14. Consider authorizing the City Administrator/Clerk-Treasurer to issue payment of recommended bills and payroll. 4|Page 7 City Council Meeting September 2, 2025 A MOTION WAS MADE BY COUNCIL MEMBER PETERSON, SECONDED BY COUNCIL MEMBER RIOPELLE, TO AUTHORIZE THE CITY ADMINISTRATOR/CLERK- TREASURER TO ISSUE PAYMENT OF RECOMMENDED BILLS AND PAYROLL. Voting Aye: Helms, Larson, Peterson, Schumacher, Pokrzywinski, and Riopelle. Voting Nay: None. Absent: Casmey. COUNCIL/STAFF REPORTS: Mayor Olstad stated City Showcase that would be held the following evening from 5pm to 7pm. He added there would be a dunk tank, all funds raised or food donated would be going to the East Grand Forks Food Shelf, and he would be in the dunk tank at 5pm. He said there were going to be other agencies participating, including the school. He also reminded everyone that it was the first day of school and to watch out for kids that were walking or riding bikes and hoped everyone enjoyed their first day. Council Member Schumacher said it was the first day of school and reminded everyone to slow down. Council Member Pokrzywinski asked those driving down Bygland Road to please slow down, to be cautious, and watch for kids Council Vice-President Riopelle said the Council had been given information on three funds and requested to see the information on those funds for the last 10 years so they could look at the trends. He also asked to see a five-year history of those funds with the annual budget information each year. He asked to know how each fund was funded and how those funds could be spent and what it could be used on. Council Member Helms said this was the first council meeting he was at since Heritage Days and thanked Mayor Olstad and Council President Larson for participating with the hotdish eating contest, he thanked the Street and Sanitation Departments along with the Police Department and law enforcement agencies that assisted with the parade, and thanked everyone that supported the event. Council President Larson said he dropped his kids off for their first day of school and he saw Chief Hedlund at the HAWK System, he appreciated the Chief’s presence at that location, and having the Police Chief there spoke volumes of the City’s priorities. Mr. Emery updated the Council on the Lift Station 13 project, there was a one block area shut down for temporary pumping for the replacement of pipes and valves in the lift station, and were hoping it would not be lasting longer than a week. ADJOURN: A MOTION WAS MADE BY COUNCIL MEMBER HELMS, SECONDED BY COUNCIL MEMBER RIOPELLE, TO ADJOURN THE SEPTEMBER 2, 2025 REGULAR COUNCIL MEETING OF THE EAST GRAND FORKS, MINNESOTA CITY COUNCIL AT 5:19 P.M. Voting Aye: Helms, Larson, Peterson, Schumacher, Pokrzywinski, and Riopelle. Voting Nay: None. Absent: Casmey. _______________________________________________ Megan Nelson, City Clerk 5|Page 8  #2 UNAPPROVED MINUTE SUMMARY OF THE CITY COUNCIL CLOSED MEETING CITY OF EAST GRAND FORKS TUESDAY, SEPTEMBER 2, 2025 – FOLLOWING THE COUNCIL MEETING CALL TO ORDER: The Closed Meeting of the East Grand Forks City Council for Tuesday, September 2, 2025 was called to order by Council President Larson at 5:25 P.M. CALL OF ROLL: On a Call of Roll the following members of the East Grand Forks City Council were present: Mayor Mark Olstad, Council President Brian Larson, Council Vice-President Tim Riopelle, Council members Tami Schumacher, Ben Pokrzywinski, Dale Helms, and Karen Peterson. Staff Present: Ron, Galstad, City Attorney; Reid Huttunen, City Administrator; Jeremy King, Parks and Recreation Superintendent; and Megan Nelson, City Clerk. DETERMINATION OF A QUORUM: The Council President Determined a Quorum was present. 1. The meeting will be closed pursuant to MN Statute 13D.05 Subd. 2(b) for preliminary consideration of allegations or charges against an individual subject to its authority. A MOTION WAS MADE BY COUNCIL MEMBER RIOPELLE, SECONDED BY COUNCIL MEMBER PETERSON, TO MOVE INTO CLOSED SESSION. Voting Aye: Helms, Larson, Peterson, Schumacher, Pokrzywinski, and Riopelle. Voting Nay: None. Absent: Casmey. Discussion follow in Closed Session. A MOTION WAS MADE BY COUNCIL MEMBER RIOPELLE, SECONDED BY COUNCIL MEMBER POKRZYWINSKI, TO MOVE INTO OPEN SESSION. Voting Aye: Helms, Larson, Peterson, Schumacher, Pokrzywinski, and Riopelle. Voting Nay: None. Absent: Casmey. ADJOURN: A MOTION WAS MADE BY COUNCIL MEMBER RIOPELLE, SECONDED BY COUNCIL MEMBER PETERSON, TO ADJOURN THE SEPTEMBER 2, 2025 CLOSED MEETING OF 9 Closed Council Meeting September 2, 2025 THE EAST GRAND FORKS, MINNESOTA CITY COUNCIL AT 6:46 P.M. Voting Aye: Helms, Larson, Peterson, Schumacher, Pokrzywinski, and Riopelle. Voting Nay: None. Absent: Casmey. _______________________________________________ Megan Nelson, City Clerk Page | 2 10  #3 UNAPPROVED MINUTES OF THE WORK SESSION CITY OF EAST GRAND FORKS TUESDAY, SEPTEMBER 9, 2025 – 5:00 PM CALL TO ORDER: The Work Session of the East Grand Forks City Council for Tuesday, September 9, 2025 was called to order by Council President Larson at 5:00 P.M. CALL OF ROLL: On a Call of Roll the following members of the East Grand Forks City Council were present: Mayor Mark Olstad, Council President Brian Larson, Council Vice-President Tim Riopelle, Council members Tami Schumacher, Ben Pokrzywinski, Dale Helms, Donald Casmey, and Karen Peterson. Staff Present: Karla Anderson, Finance Director; Jeff Boushee, Fire Chief; Maggie Brockling, Economic Development Director; Nancy Ellis, City Planner; Steve Emery, City Engineer; Ron Galstad, City Attorney; Michael Hedlund, Police Chief, Charlotte Helgeson, Library Director; Reid Huttunen, City Administrator; Jeremy King, Parks and Recreation Superintendent; Keith Mykleseth, Water and Light General Manager; Megan Nelson, City Clerk; and Jason Stordahl, Public Works Director. DETERMINATION OF A QUORUM: The Council President Determined a Quorum was present. 1. Request to Start the Hiring Process for Truck Driver – Jason Stordahl Mr. Stordahl requested to start the hiring process to fill the vacancy for a truck driver. He stated the position was on Grade 10 on the pay scale and there were sufficient funds to cover the hiring of this position. Council President Larson asked how long the position had been vacant. Mr. Stordahl said approximately 15 days and was due to a resignation. Discussion followed about how this position would be posted internally then externally and there were no expected internal candidates. This item will be referred to a City Council Meeting for action. 2. Discussion on City Cell Phones & Possible Engine Brake Ordinance – Dale Helms Council member Helms told the Council he didn’t have any issues with the policy and asked if supervisors carried their phones all the time. He explained there was an issue over Heritage weekend, and several phone calls were made trying to contact staff. He asked how they were supposed to get a hold of staff over a weekend if there was an issue. Mr. Huttunen informed the Council that not all staff were on call, they were not expected or required to carry a phone, and there were channels to contact staff either by contacting him or calling the Police Department. He added the Police Department would be able to contact the necessary staff. Discussion followed about when there was an issue to call the Police Department and they could contact the specific department to address it. 11 Work Session September 9, 2025 Council President Larson asked about the engine brake ordinance. Council member Helms said former Mayor Gander had asked about an engine ordinance, how his doors at his business have been rattling due to engine brakes, and part of the reason could be because trucks were driving too fast when they started using the engine brake. He asked if there was interest in moving forward with an ordinance. Mr. Huttunen told the Council Mayor Gander had asked about an ordinance because of the noise that could be heard at the clinic. Mr. Galstad stated this was something that could be hard to prosecute because they would not have decibel readings and something could be worked on. Discussion followed about how in previous years the highway patrol and the police department have parked on the north side of town to enforce the speed limits, there were different settings for engine brakes, and there was interest to hear from the public. Council President Larson asked to find out how other communities in the region have an engine brake ordinance. 3. Consider Midco Franchise Renewal – Reid Huttunen Mr. Huttunen reminded the Council how this information had been brought forward in early June to address the FCC issue, but the renewal was also needed for the agreement because it would be expiring in December. He explained the fee was set at 5%, which was the highest it could be, there was no change proposed to the fee, it would be renewed for another 10-year period, it would be addressing the free services for public buildings, and they could require all Midco facilities to be buried unless approved by the City. Council member Casmey said he was not sure if it was appropriate to bring up, but it had been several months that residents at Town Square did not have cable services. Mr. Huttunen told the Council that he was not sure what was all happening, it was a privately owned building, infrastructure needed to be updated, Midco was not given access, this was all secondhand information, and there was no good direction to move forward. Mayor Olstad said he had spoken with a family member of a current tenant, he had the same understanding, and the family member had called the company that managed the building but did not get anywhere. There were no further questions. This item will be referred to a City Council Meeting for action. 4. 2026 Preliminary Budget Discussion – Reid Huttunen & Karla Anderson Mr. Huttunen stated the budget summary was updated, it included a 3% levy increase, and if nothing was changed a 14% increase would be needed to balance the budget. He said the enterprise fund information was supplied and he would be requesting what the next steps would be because the preliminary levy would need to be set at the next council meeting. He reminded the Council that the levy amount could be reduced but could not be increased. He recommended setting a 12% or 14% preliminary levy. Ms. Anderson said she had supplied the information for three of the enterprise funds, the Water and Light funds were not included, and the information provided included a profit and loss along with the year end balances. She reviewed the State guideline for having five months of expenses as a fund balance, expenditures included depreciation, and fixed assets were not included. She started with the refuse fund, there was a deficit of $140,489 in 2024, there was a deficit of $248,383 budgeted for 2025, but there was a raise in rates so it would change some. She added the expenditures were broken down by each type and the funding sources included residential, commercial, and the greensite fee was now included in the residential fees so that amount was no longer going to be collected. Discussion followed about the fund balance, how a plan was needed to raise rates for both residential and commercial services, and Mr. 2|Page 12 Work Session September 9, 2025 Stordahl needed to bring forward reasonable adjustments for commercial rates. Council President Larson said the fund was being depleted, the fund balance needed to be increased and asked for an analysis of how to get here over five years. Ms. Anderson said they would need to raise rates. Council President Larson said the Council needed the information, so they were able to discuss an implementation plan. Mayor Olstad asked that they determine what was needed for commercial refuse which would help with the residential refuse and could change how things looked. Mr. Huttunen reminded the Council residential refuse rates were increased in July, there was increase scheduled for January, and another increase next July which would get rates caught up to the contract. He added how they needed to get things aligned for commercial side. Council member Pokrzywinski asked if this was the only fund with a fund balance issue because the request from Council Vice-President Riopelle was for the balances of all the funds for the last 10 years. Council Vice-President Riopelle said the request was made so they could try to alleviate issues. Council member Pokrzywinski asked again about city wide funds, if there were any other funds that had issues. Ms. Anderson said the other fund with a fund balance issue was the State Aid fund because more had been spent on projects than funds received. Council member Pokrzywinski requested to see all funds each year, so nothing was missed. Discussion followed about having a five-year outlook, being able to look back on all of the funds, and how they had to add funds to sick leave so it was not an isolated issue. Mayor Olstad added they would need to look at fund balances and if they needed to be increased. Ms. Anderson reminded the Council that the Building Maintenance fund was not the same as the rest of the funds and how the special revenue accounts were tied into the General Fund. Ms. Anderson continued with the sewer fund reviewing the expenses and revenues. She stated residential rates included a fixed fee, there was no fixed rate for commercial rates, rates were increased when the interconnect project was started, and they were last raised in 2022. She explained there were a few years there were losses due to COSA costs, those costs started in 2018, and ranged from $300,000 up to $700,000 in a year so it was difficult to budget for, so it was based on previous years. She added they needed to look at raising rates. Mayor Olstad said there were a few users that were causing issues and asked when that would be addressed. Mr. Stordahl told the Council it should be address in mid-October. Mayor Olstad said those costs could be passed onto the users. Council President Larson said they were trending in a bad way. Discussion followed about how that was due to COSA costs, how the industrial users needed to be addressed instead of spreading costs across all users, and how Grand Forks did monitor some users and some users paid more. Council member Pokrzywinski commented how costs were consistent until they started with the interconnect. Mr. Stordahl stated there had been some issues with the equalization basin, repairs have been made, and that has helped. Ms. Anderson moved on to the storm water fund. She explained this was where flood costs were expensed, grants received due to flooding were accounted for in this fund, and the fund balance had been growing. She reminded the Council this fund was used for levy maintenance and covered all storm water costs. Mr. Stordahl said the City had an extensive levy system, there was required maintenance, and the Army Corps of Engineers recommended a certain fund balance which he would have to look up. Ms. Anderson continued saying all the yearly storm water expenses were paid for by this fund. Discussion followed about what costs were charged to this fund and how the current SCADA system upgrades were split between the storm water and sewer enterprise funds. There were no further questions on the storm water fund. 3|Page 13 Work Session September 9, 2025 Council President Larson asked what was needed for the preliminary levy. Mr. Huttunen said the funds that were just discussed were not included in the general fund and asked the Council how they would like to approach the preliminary levy. Mayor Olstad recommended moving forward with a 12% preliminary levy knowing that it would be coming down. He said they should get the levy down to 7%, they were down to 3% the previous year, and that would leave 53% in reserves. Discussion followed about how the budget sheet did not show the usage from the fund balance, not using any reserves would leave the fund balance at 58%, how the State’s guidelines included two ways to determine using expenses or revenues, and they would not be taking the whole amount needed from the fund balance. Council member Pokrzywinski asked about having the fund balance information for the last five years, how the fund balance has been consistently over 50%, and why they stayed above 50 when the recommendation was to have 35% to 50%. Mayor Olstad stated it was something to consider, they had received additional revenue that had been delinquent property taxes, but they needed to be careful and not let the reserves get too low. Council member Peterson said they discussed keeping the reserves at 50% and not go below. Mr. Huttunen added there was a discussion about keeping the reserves at 50%, the chart shows the ups and downs of the levy, the changes were hard on planning for both residents and staff, there were some unknowns this year because labor contracts were going to be negotiated, and usually 5% of the levy was for staff compensation. He added that when it came to the use of the fund balance, staff could bring forward recommendations for projects or one-time expenditures. Ms. Anderson told the Council they would also need to plan for street maintenance, and they did not bond last time because there was enough funding in the State Aid fund. Discussion followed about moving forward with a 12% preliminary levy and having the goal to get the final levy down to 7%. This item will be referred to a City Council Meeting for action. ADJOURN: A MOTION WAS MADE BY COUNCIL MEMBER RIOPELLE, SECONDED BY COUNCIL MEMBER POKRZYWINSKI, TO ADJOURN THE SEPTEMBER 9, 2025 WORK SESSION OF THE EAST GRAND FORKS, MINNESOTA CITY COUNCIL AT 6:00 P.M. Voting Aye: Casmey, Larson, Peterson, Schumacher, Pokrzywinski, Riopelle, and Helms. Voting Nay: None. _______________________________________________ Megan Nelson, City Clerk 4|Page 14  #4 15 16 17  AGENDA ITEM # _5_____ Request for Council Action Date: September 10, 2025 To: East Grand Forks City Council Mayor Mark Olstad, Council President Brian Larson, Council Vice-President Tim Riopelle, Council Members Tami Schumacher, Ben Pokrzywinski, Dale Helms, Donald Casmey, and Karen Peterson. Cc: File From: Michael S. Hedlund – Chief of Police RE: _____________________________________________________________________________________________________________ Background: The East Grand Forks Police Department, in conjunction with the Crookston Police Department and the Polk County Sheriff’s Office have applied for and received a traffic safety grant through the Minnesota Office of Traffic Safety’s TZD (Toward Zero Deaths) program. The grant funding totals $16,200.00 of which $14,200.00 is for overtime expenses for enforcement and there is no match (other than the use of each agency’s squad cars during the enforcement). This grant also provides funding for traffic safety training for officers of our three agencies ($2,000.00). One of the requirements of the grant is that the City Council of the lead agency (East Grand Forks Police Department) approve a resolution authorizing the acceptance of the grant and approving Chief of Police Michael Hedlund as the grant administrator. Recommendations: Approve the resolution to accept the grant and authorize Chief Michael Hedlund to serve as the grant administrator. Enclosures: 2026 Enforcement Budget Sheet 18  RESOLUTION NO. 25 – 09 - 69 CITY OF EAST GRAND FORKS RESOLUTION AUTHORIZING EXECUTION OF AGREEMENT Council Member ________, supported by Council Member _________, introduced the following resolution and moved its adoption: BE IT RESOLVED that the East Grand Forks Police Department is authorized to enter into a grant agreement with the Minnesota Department of Public Safety, for traffic safety projects during the period of October 1, 2025 through September 30, 2026. East Grand Forks Chief of Police Michael Hedlund (or his designee) is hereby authorized to execute such agreements and amendments as are necessary to implement the project on behalf of the East Grand Forks Police Department and to be the fiscal agent and administrator of the grant. Voting Aye: Voting Nay: Absent: The President declared the resolution passed. Passed: September 16, 2025 Attest: __________________________________ _________________________ City Administrator President of Council I hereby approve the foregoing resolution this 16th day of September, 2025. __________________________ Mayor 19  2026 Enforcement Budget East Grand Forks Police Department Traffic Enforcement Impaired Driving Enforcement $ - Seat Belt Enforcement $ 3,600.00 Speed Enforcement $ 5,700.00 Distracted Enforcement $ 4,100.00 Move Over Enforcement $ 800.00 Pedestrian $ - Subtotal $ 14,200.00 Enforcement Support Dispatch Impaired: $ - Dispatch Other: $ - Enforcement Facilitator Impaired: $ - Enforcement Facilitator Other: $ - Subtotal $ - Optional Activites - 50% match required for equipment purchases Optional Activitites Impaired: $ - Optional Activitites Other: $ 2,000.00 Total $ 2,000.00 Total Grant Award $ 16,200.00 20  #6 Minutes of the regular meeting of the Water, Light, Power and Building Commission of the City of East Grand Forks, Minnesota held on August 21, 2025, at 8:00 am in the City Council Chambers. Present: Quirk, Grinde, Rapacz (Interactive Technology), Riopelle Absent: None Also present: Ron Galstad, Keith Mykleseth, Brian Johnson, Steve Emery, Todd Forster, Brianna Feil, Jordan Midgarden, Corey Thompson, Tyler Tretter, Karla Anderson It was moved by Commissioner Grinde supported by Commissioner Riopelle to approve the minutes of the previous regular meeting held on August 6, 2025. Voting Aye: Quirk, Grinde, Rapacz, Riopelle Voting Nay: None It was moved by Commissioner Rapacz supported by Commissioner Grinde to authorize the Secretary to issue payment of the recommended bills and payroll in the amount of $1,225,437.69. Voting Aye: Quirk, Grinde, Rapacz, Riopelle Voting Nay: None It was moved by Commissioner Grinde supported by Commissioner Rapacz to award the 1 MG Concrete Reservoir Rehabilitation Project, as revised, to ICS, Inc. in the amount of $44,640.00. Voting Aye: Quirk, Grinde, Rapacz, Riopelle Voting Nay: None Item #6b Construction Recommendation – 2025 Business Highway 2 Lighting Extension was tabled at this time. It was moved by Commissioner Grinde supported by Commissioner Riopelle to approve and have staff sign the Minnesota Energy Assistance Program Agreement between Vendor and Service Provider electronically for the 2025-2026 program year and approve a contribution of $2,000 to the Reach Out for Warmth Program. Voting Aye: Quirk, Grinde, Rapacz, Riopelle Voting Nay: None It was moved by Commissioner Grinde supported by Commissioner Riopelle to adjourn at 8:29 am to the next regular meeting on September 3, 2025, at 8:00 am to be held in the City Council Chambers. Voting Aye: Quirk, Grinde, Rapacz, Riopelle Voting Nay: None Kristen Shipes Commission Secretary 21  #7 22  #8 RESOLUTION NO. 25 – 09 - 70 Council Member _______, supported by Council Member _______, introduced the following resolution and moved its adoption: BE IT RESOLVED, By the City Council of the City of East Grand Forks, Minnesota, that the proposed property tax levy collectible in year 2026 upon the taxable property within the said City, in accordance with truth-in-taxation and levy limit regulations, be set as follows: General Operations $ 7,888,456 General, Unallotment Special Levy 0 Certificates of Indebtedness 0 Improvement Bonds 2017A 40,930 PERA-Employer Share Increase 65,156 TOTAL LEVY $7,994,542 BE IT FURTHER RESOLVED that the City Administrator/Clerk-Treasurer will certify said proposed tax levy to the County Auditor of Polk County. BE IT FURTHER RESOLVED, that the meeting to discuss, allow citizen input, and possibly adopt the final budget will be held at 6:00 p.m. on Tuesday, December 2, 2025, with a final hearing, if necessary, on Tuesday, December 17, 2024, at the same time. Voting Aye: Voting Nay: Absent: The President declared the resolution passed. Passed: September 16th, 2025 Attest: _____________________________ ____________________________________ City Administrator/Clerk-Treasurer President of the Council I hereby approve the foregoing resolution this 16th day of September, 2025. ____________________________________ Mayor 23  AGENDA # _9______ Request for Council Action Date: September 9, 2025 To: East Grand Forks City Council Mayor Mark Olstad, Council President Brian Larson, Council Vice-President Tim Riopelle, Council Members: Tami Schumacher, Ben Pokrzywinski, Dale Helms, Donald Casmey, and Karen Peterson. Cc: File From: Reid Huttunen, City Administrator RE: Midco Cable Franchise renewal Background: Midco’s Franchise Agreement for cable services, has a 10-year term, which is set to expire on December 1, 2025. City staff and Midco have communicated and drafted a renewal of the terms of contract for an additional 10-year term, set to begin on December 2, 2025. Attached to this packet is a drafted resolution renewing the terms of the existing franchise. In addition to the renewal effective date, the amendment addresses the following items. 1. Section 6 Paragraph 6.2 is amended to include a statement that the “Franchise shall construct all of its facilities underground unless given written permission by the City” 2. In-kind cable services are amended to agree that the parties shall comply with FCC’s 621 order, to include only the public buildings listed in Exhibit B. This is the compliance item that City Council acted on at the June 3, 2025 City Council meeting. The current franchise fee for Midco Franchise Agreement is set at 5% of its annual Gross Revenues, as required by Section 6 of the City’s Cable Services Ordinance. This rate will not change with the renewed franchise agreement. Budget Impact: Midco cable franchise revenue is budgeted at $108,000 for 2025. 2026 revenue is budgeted at $102,000. Recommendation: Seeking approval of the attached drafted Cable Franchise renewal with Midcontinent. Enclosures: Franchise Renewal resolution Current Midco Cable Franchise Agreement; January 2016 to December 2025. 24  RESOLUTION NO. 25 – 09 - 71 A RESOLUTION TO AMEND THE MIDCONTINENT CABLE FRANCHISE AGREEMENT WHEREAS Midcontinent Communications (“Grantee” or “Midco”) holds a communications franchise (“Franchise”) for the construction and operation of a communications system within the City of East Grand Forks, Minnesota (“Grantor”); and WHEREAS, Grantor and Midco have mutually agreed amend the Franchise by adopting this Franchise Agreement Amendment (“Amendment”) and to make such other changes as are mutually agreed upon herein. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF EAST GRAND FORKS, MINNESOTA: 1. The Effective Date of this Amendment shall be December 2, 2025. 2. Franchise Term shall be ten (10) years from the Effective Date of this Amendment. 3. Section 1, Paragraph 1.5 Written Notice. Shall be amended as follows: If to Franchisee: Midcontinent Communications Attn: Legal Counsel 4020 W Cayman St. Sioux Falls, SD 57107 4. Section 6, Paragraph 6.2 Rights of Franchisee. Shall be amended as follows: A. The Franchisee will have the right to construct, erect, operate, and maintain in, on, along, across, over, and under the Rights-of-Way of the City, poles, wires, cable, underground conduits, manholes, and other conductors and fixtures necessary for the maintenance and operation in the City of a Cable System as provided in the Ordinance and this Franchise Agreement. Franchisee shall construct all of its facilities underground unless given written permission by the City. 5. A new Section 5.9 will be inserted and read as follows: 5.9 In-Kind Services. Effective June 1, 2025, Grantee shall provide in- kind services to the public buildings listed in Exhibit B, in accordance with the FCC’s 621 Order issued August 2, 2019. These services shall include: one (1) service drop, one (1) outlet, one (1) converter (if necessary and requested), and both Expanded Basic Cable Service and the 1|Page City of East Grand Forks/Midcontinent Communications Franchise Agreement Amendment 25  next highest-penetrated level of Cable Service generally available to all Subscribers (referred to as MidcoTV 3 as of the Effective Date). 6. Except as expressly modified herein, all other terms and conditions of the Franchise shall remain in full force and effect. Neither party waives any rights it may have pursuant to applicable law. Voting Aye: Voting Nay: Absent: The President declared the resolution passed. Attest: Passed: September 16, 2025 _______________________________ ______________________________ City Administrator President of Council I hereby approve the foregoing resolution this 16 day of September, 2025. ______________________________ Mayor City of East Grand Forks, Minnesota Midcontinent Communications By Midcontinent Communications Investor, LLC Its: Managing general partner By: Patrick McCann Its: Sr. VP of Legal and General Counsel 2|Page City of East Grand Forks/Midcontinent Communications Franchise Agreement Amendment 26  Exhibit B PUBLIC BUILDINGS NOTE: The City of East Grand Forks may add other City buildings in the future, by order of the City Council, that are within two hundred (200) feet of the System. Public Buildings Building Name Address th Water & Light Distribution Center 1010 5 Ave NE Fire Station #1 415 4th St NW Fire Station #2 243 5th Ave SE Police Department 520 Demers Ave Civic Center 300 15th St NE 3|Page City of East Grand Forks/Midcontinent Communications Franchise Agreement Amendment 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41  AGENDA ITEM #_10______ Request for Council Action Date: 8/7/2025 To: East Grand Forks City Council Mayor Mark Olstad, Council President Brian Larson, Council Vice-President Tim Riopelle, Council Members Tami Schumacher, Ben Pokrzywinski, Dale Helms, Donald Casmey, and Karen Peterson. Cc: File From: Jason Stordahl-Public Works Director RE: Request to Advertise to fill Truck Driver Vacancy Background: The Public Works Department has a vacant “Truck Driver” position which we would like to fill. We are asking for approval to start the hiring process by advertising, conducting Civil Service interviews, and conducting Public Works interviews. The Truck Driver Position is a Grade 10 on the City’s Pay Schedule, and the City has sufficient funds to hire. Recommendation: Authorize staff to start the hiring process and advertise for the hire of Public Works Truck Driver. -1- 42  #11 43 44